council meeting agenda monday, october 29 , 2018 5:30pm ... · council meeting monday, october...

Council Meeting Agenda Monday, October 29th, 2018 5:30pm – 7:30pm SE2 324 Council Chambers

7.1 Call to Order

7.2 Acceptance of the Agenda

7.3 Acceptance of the Minutes: 2018-10-15

7.4 Old Business

7.4.1 Executive Updates

7.4.2 Clubs Committee Report (See attached) - Jordan H.

7.4.2.1 Sanctioning

7.4.2.2 De-sanctioning

7.4.3 Executive Director’s Report (See attached) - Caroline G.

7.4.4 2019 Vancouver Sun Run Team Sponsorship - Justin C.

7.5 New Business

7.5.1 Councillor and Executive Honorariums (See attached) - Henry V.

7.5.2 BCITSA Strategic Plan Process - Caroline G.

7.5.3 Online Counselling (See attached) - Tim D.

7.6 Open Forum

7.7 Reminders

7.7.1 Schools of Business, Transportation, Construction & the Environment Set Rep Meeting: 2018-10-30

@ 17:30 in SE6 -Telus Theatre

7.7.2 Schools of Energy & Health Sciences Set Rep Meeting: 2018-11-01 @ 17:30 in SE6 -Telus Theatre

7.7.3 School of Computing & Academic Studies Set Rep Meeting: 2018-11-06 @ 17:30 in Council

Chambers

7.7.4 LAN Party: 2018-11-09 @ 17:30 in SE12

Council Meeting Monday, October 29th, 2018

5:30pm – 7:30pm

7.7.5 Next Council Meeting: 2018-11-13 @ 17:30 in Council Chambers

*Tuesday meeting due to long weekend

7.8 Meeting Adjournment

Item 7.4.2: Clubs Committee Report

BCIT Snow Club - Vision to promote healthy active lifestyle - Have president, VP of events, treasurer, and VP of marketing - Goals:

o Promote healthy living o Host movie nights o Connect students and rideshares to mountains o Club trips – skiing and snowboarding

- Balance BCIT workload - Grow stronger extracurricular culture - Provide belonging on and off campus - Student interest:

o Over 100 likes on Facebook o 70 o Over 50 potential members o Interviews from interested students

Want an active club De stressing Hang out with people from multiple different programs

- Questions o What year are all of you in?

3rd year and we’ll still be here in fourth next year for transition of new executives o Do you have any positions available for younger students in your club?

We already have people interested in the club from 1st and 2nd year and we will encourage them to participate in the club throughout the year.

o It would be open to any department or school? Yes

o How will you be running the club? Will you be having monthly meetings? We were thinking we’d have a monthly exec meeting and a monthly movie night at the school and then people would be able to give input and it’s not a formal meeting, but it allows people to provide input.

o How would the club take initiative to plan trips? Clubs at other schools run a trip once a year, through a 3rd party group. In contact with North American Association of Ski Clubs. Club trips are more of a future goal.


5:30pm – 7:30pm

o Have you reached out to any companies or mountains for any sponsorships yet? We haven’t had a chance quite yet, we did reach out to a large mountain media company, but we haven’t heard anything back yet. We have some contacts with mountain companies and just wanted to wait before this was fully sanctioned.

Item 7.4.3: Executive Director’s Report • NE1 Renovations: Bids were received for a new General Contractor and discussion with a selected

contractor has already started. Construction schedule will be discussed during contract negotiation.

• BCITSA Strategic Plan: With the approval of the BCITSA Strategic Plan process by the Executive Board, Council will receive a presentation on this topic during this week’s Council meeting. For the data collection, we are proposing to include numerous staff and student focus groups and sending a survey to all students.

• Catering Update: Our team has been hard at work on developing processes for our external catering

service. Since we started to offer this service to the larger BCIT community, we have already surpassed the number of orders that we did last year. The last hires will be in placed next week. We still need to educate the campus about our services, as some people still believe they must use Chartwells.

• Staff Engagement Survey: Earlier this year, a staff engagement survey was conducted to review our

work force level of satisfaction with their employment. 77% of our team members responded to call and completed the survey. Overwhelmingly, the response was very positive. 92.13% of the respondents would refer us as a great place to work to their family and friends, while 66.29% strongly agree/agree that they will be working with us one year from now, while 28.09% remained neutral on the issue. With the existing labour market, it is important to monitor the level of workforce satisfaction as it directly linked with our ability to serve students. Many recommendations are being actioned such as; review of vision care and extended health benefit to part-time staff, and addressing concerns related to communications.

• Staff Policies Review: With the approval of the last internal policies by the Executive Board, we are in

the process of ensuring that our staff are made aware of the changes. It is expected that all staff will have reviewed relevant polices by the end of the calendar year.

Upcoming: Events: https://www.bcitsa.ca/campus-life/events/

• Workshop: Career Transition and Planning for International Students – October 30 at 12pm • Industry Connection: Roger Isaacs (Business Consultant) at Telus – October 30 at 2pm • Employer Info Session: Air Georgian – ATC, October 30 at 4:00pm & 4:45pm • Employer Info Session: BC Emergency Health Services – ATC, October 30 at 4:45pm

https://www.bcitsa.ca/campus-life/events/


5:30pm – 7:30pm

• How to ace your job interview – DTC, November 1 at 4:15pm • Industry Connection: Sustainability Trends and Aligning your Career with Industry, November 1 at

5pm • Breakfast Club – November 6 - 8am • Employer Info Session: TD Bank – November 6 & 7 at 10:30am • Are you Linked In – November 6 – 12pm • Professional headshots – DTC, November 6 at 1:30pm • How to get your resume noticed – DTC, November 6 at 4:15pm • E-ship program: Financial Planning: Ask an expert workshop, November 6 at 5:30pm • Canadian Workplace Culture – November 7 at 3pm • Free Massages at the Zen Lounge – November 9 at 10am

Item 7.5.1: Councillor and Executive Honorariums Honoraria President, VP, Chairs AIC, BMC, DTC DTC June 2011- Aug 2011

638.13, 587.08, 536.03

Sept 2011- May 2012

638.13

0

2012/2013 661.94

No record 2013/2014 669.22

669.22

2014/2015 669.22

669.22 2015/2016 675.91

675.91

2016/2017 682.87 250

2017/2018 694.96 254.5

2018/2019 709.55 259.84

Item 7.5.3: Online Counselling The Company: InkBlot Therapy

Inkblot Therapy is a company that’s dedicated to providing personalized, on-demand counselling service to consumers through the form of video counselling. Our current Health and Wellness provider, Gallivan, has successfully implemented this service to 22 other institutions that are under their portfolio and has been successful in the eyes of their clientele. Inkblot has advanced technologies in place to ensure that our students receive tailored matches, so they receive the right counsellor to address their needs. Most importantly, they operate on a private network and adhere to an industry-wide confidentiality policy. What do they offer?

• Sessions can be booked in 30, 60, or 75 minutes increments


5:30pm – 7:30pm

• Available to all students; full-time, part-time and family at no additional cost • Group counselling sessions are available at a cost of $20.00 per session • The first counselling session is always free • Students complete a quick matching questionnaire, are given a list of counsellors that meet their

needs, and then can choose which counsellor they would like to book a session with • Counselling through Inkblot is currently available in 38 languages • Students who wish to book an appointment can often see a counsellor within 24 hours of booking • Appointments with online counselling are available outside of traditional office hours with evening

and weekend appointments available Why implement this?

Currently, BCIT’s counselling service is only available during select hours; times that aren’t always convenient to certain students throughout our various campuses. By implementing this service within our student health and wellness program, we provide flexibility and more, importantly an opportunity to speak with a professional outside of the institute’s business hours. This initiative is meant to supplement the current offerings of BCIT, not to replace them.

Council Meeting Minutes: 2018-10-29

Page 1 of 10

Council Meeting

Monday, October 29th, 2018 Minutes

Executives:

Justin Cervantes – Chair, School of Computing & Academic Studies Christian Colquhoun – VP External Timothy David – President Carina Dung – Chair, Aerospace Campus Matt Hardwick – Chair, School of Business Jordan Holden – VP Campus Life Cory Pope – Chair, School of Energy Chris Samra – Chair, Schools of Transportation, Construction & the Environment Eirylle Sanchez – VP Student Affairs Henry Vo – VP Finance & Administration Sasha Voznyuk – Chair, School of Health Sciences

Satellite Councillors:

Spencer Glodek – Downtown Campus Justin Lamarche – Marine Campus

Staff: Caroline Gagnon - Executive Director Darla Williscroft - Administrative Coordinator

Councillors: Tyler Alfreds Annabelle Angle Ophelia Bar-Lev-Wise Sani Dzafic Michael Girard Raynen Jamieson Nic Johnson Jean Marc Lafleur Adam Langenstein Marizelle Magpantay

Michael Martins Alysha Mayenburg Evan Morrow Stephanie Mulder Rose Salm Eli Shields Quinton Silzer Don Starck Philip Struthers

Absent: Dan Boisvert Cindy Chang Danilo Dal Cengio Hala Hassan

Luna Liang Max Melling Nikita Nayak Lauren Venhola


Page 2 of 10

7.1 Meeting Called to Order The Chairperson, Tim, calls the meeting to order at 17:47 (33 voting members, including Chair). 7.2 Acceptance of the Agenda Motion: Be it resolved that the agenda be accepted as distributed. Moved by: Cory Pope Seconded by: Alysha Mayenburg 31/0/1 Carried 7.3 Acceptance of the Minutes: 2018-10-15 Motion: Be it resolved that the Council minutes from 2018-10-15 be accepted as distributed. Moved by: Ophelia Bar-Lev-Wise Seconded by: Michael Girard 31/0/1 Carried 7.4 Old Business 7.4.1 Executive Updates • Introduces Justin Lamarche, returning Marine Campus Satellite Councillor. • 2-3 year process to implement Passive Design course. Initiative is moving forward. • 2018-11-16 to 2018-11-18 was Speak Up Speak Out mental health campaign. Had

‘elephant in the room’ theme which will be used in future years to be more recognizable. Teamed up with BCIT and nursing students for events. Most popular event was doggie destress which saw almost 300 students attend. Word wall in Great Hall had socializing, exercising, napping, cats, and food as most popular ways to practise self-care.

• Bylaw Committee met and are finalizing proposed bylaw changes. Finance Committee also met and went over general topics as an introduction.

• Can move forward with the clothing swap initiative. 7.4.2 Clubs Committee Report 7.4.2.1 Sanctioning • See attached information. Motion: Be it resolved that BCIT Snow Club be a sanctioned BCITSA club. Moved by: Jordan Holden Seconded by: Matt Hardwick


Page 3 of 10

Discussion: • Are there any liabilities on the SA for Snow Club activities? How are we protected?

• They are not advertising it as if they are taking people out. They are meeting with the Controller and waivers will be drafted to protect the SA.

Motion: Be it resolved that BCIT Snow Club be a sanctioned BCITSA club. Moved by: Jordan Holden Seconded by: Matt Hardwick 29/2/1 Carried 7.4.2.2 De-Sanctioning • See attached information. • These clubs have been inactive for a number of years; Bitcoin since 2016 and the

others since 2015. This is administrative housekeeping to de-sanction and close their bank accounts.

Discussion: • Why are we choosing these accounts to be de-sanctioned?

• These have been inactive the longest. • What is the Sea Shanty club?

• BMC club where they would get together and sing. • Concerned about removing the Bitcoin club as there was interest this summer in it.

• It is not an issue for them to create a new club and bring new members forward at a later time.

• Might be confusing bitcoin for blockchain as there was a push this summer to start one but no one stepped forward to be president of a blockchain club.

• Is there any money left in their club accounts?

• No. • Is there an overhead cost to keeping an inactive account open?

• Yes, in staff time. • Does the paperwork of the de-sanctioned clubs disappear?

• No.


Page 4 of 10

Motion: Be it resolved that BCITSA Bitcoins, BCITSA Sea Shanty, and BCITSA Advocacy Club be de-sanctioned. Moved by: Jordan Holden Seconded by: Quinton Silzer 30/0/2 Carried 7.4.3 Executive Director’s Report • See attached. • Have found a contractor to move forward on the NE1 project. Projected to have work

complete in mid-March. Working with contractor to expedite this process as much as possible. The price is similar to the last contractor.

Discussion: • Will this contractor be bonded?

• It is a fixed cost project; they have been around for many of years. Their speciality is in restaurants and food services.

7.4.4 2019 Vancouver Sun Run Team Sponsorship • School of Computing and Academic Studies has interest in putting forward more

than $500, hence why the dollar amount in the motion is increased. Motion: Be it resolved that BCITSA will financially support student participation in the 2019 Vancouver Sun Run through matching School contributions towards entrance costs, to the maximum of $1,000 per School. To receive this funding, contributions must be received by 2019-01-02. Moved by: Justin Cervantes Seconded by: Spencer Glodek Discussion: • Where in the SA budget is the money coming from?

• The Controller determined that it should come out of the year in party; but advocating that it comes from individual Chair budgets.

• Concerned that there is no money in the accounts and it is circumventing the budget

that council has previously approved. • This is the reason why the requested amount is limited the same amount that

could be requested as a club. If this is popular, it can be included in the budget for next year.

• When looking at the bottom line, we historically underspend against what is budgeted, so at the end of the year we can reallocate the funds to the account(s).

• We want to be fiscally responsible with the budget.


Page 5 of 10

• The original request was $3,100. • If this is a passion project, have we looked at outside sponsorships?

• Yes; external sponsorships are possible, starting here because it is easy and the School of Computing and Academic Studies has specifically asked for SA support as well.

• We could be spending up to $6,000, which is double what was initially asked for.

• Yes, but the last ask was just for Computing specifically. School of Energy has agreed to match the $500 that Computing has put forward. The ask is more, but the reach is further.

• The maximum to match would be $1,000. If a School does not buy-in they will not get the same funding.

• Two Schools are on board currently. Are there other Schools joining?

• The idea is to match support. If other Schools would like to join, we can put forward the same amount of funds.

• Is it possible to do fund raising on campus instead?

• It is a hard sell to ask these people who would not typically go out and exercise to spend their extra money on this. We are trying to facilitate this to make the Sun Run as accessible as possible for everyone.

• Not looking for people who already want to run. Want to lower barriers for those

who do not normally want to run. • Funding for those schools that cannot join is not included in the current motion.

• We can bring forward another motion to provide them funding later on. • It is best to be opened to the entire school. If 8% of people do not want to be

involved and help fundraise, is it valid? • We promote and spend money on a lot of things that are health-related. We

should be pushing it to be possible for everyone regardless. • Like the objective and it is important to push people to get healthy. Historically we

have not spent money in this way, and there is no precedence to this amount of potential spending. Feel uncomfortable with current limit.


Page 6 of 10

Amendment to the Motion: Be it resolved that BCITSA will financially support student participation in the 2019 Vancouver Sun Run through matching School contributions towards entrance costs, to the maximum of $500 per School. To receive this funding, contributions must be received by 2019-01-02. Moved by: Christian Colquhoun Seconded by: Nic Johnson Discussion: • If Deans want to give more than $500, they can do so but the SA will only go up to

$500. • If we do not come in strong, the Schools may not be tempted to contribute more. It

makes it harder for us to bargain for more money. This reduces the amount of students who could potentially participate.

• $1,000 was based on a concrete reasoning, not sure what $500 is based on.

• The Schools that have already agreed to contribute have both said they would put in $500. Do not want to undercut them.

• If Computing wants to give $1000, why should we value their wellbeing less?

• If we were to offer any club this total amount of money, it would be a quarter of the amount of the club’s fund. It is setting a precedent to contribute a lot to something that only 8% of people may be interested in.

• Is it first come first served for the funding?

• Up to the Chairs to determine. • From a club’s standpoint, the most allowed to be allocated is $2,500 per school year;

you previously mentioned that since you were an Executive you cannot make this a club initiative, but it should be held to the same amount. Sponsorship is still on the club’s onus, and it is a pain to do, but the $500 seems fair from that point.

• Recommend that a process be established. All Schools should do the same to make it

easier to justify who receives the funding. 18:15 Councillor leaves. Count is 32.


Page 7 of 10

Amendment to the Motion: Be it resolved that BCITSA will financially support student participation in the 2019 Vancouver Sun Run through matching School contributions towards entrance costs, to the maximum of $500 per School. To receive this funding, contributions must be received by 2019-01-02. Moved by: Christian Colquhoun Seconded by: Nic Johnson 19/9/3 Carried Motion: Be it resolved that BCITSA will financially support student participation in the 2019 Vancouver Sun Run through matching School contributions towards entrance costs, to the maximum of $500 per School. To receive this funding, contributions must be received by January 2, 2019. Moved by: Justin Cervantes Seconded by: Spencer Glodek 24/6/1 Carried 18:20 councillor leaves. Count is 31. Discussion: • Since motion is to support all Schools, would be more comfortable if the item name

was changed in the agenda. Motion: Be it resolved that Item 7.4.4 be renamed 2019 Vancouver Sun Run Team Sponsorship. Moved by: Nic Johnson Seconded by: Alysha Mayenburg 29/0/1 Carried 7.5 New Business 7.5.1 Councillor and Executive Honorariums • See attached. • Slowly increasing to match the cost of living increases. • Councillors two years ago were at $25 per council meeting, this increased to $35. Discussion: • Is this per month or year?

• Per month, in CAD. • What is the percentage change?

• Always follow the cost of living increases for BC issued by the Federal Government; this is applied to student fees, staff wages, rent owed to BCIT. Some years it was flat, some years it was 1%, it differs depending the table for the year.


Page 8 of 10

• The Bylaws say change is determined through council. • This is done through the budget.

• DTC used to be a Chair position. When was the last time council voted for an

increase to honorariums? • 2011 was the year it was voted in as there was such a change; at the same time it

was voted that it matches the cost of living. $35 was chosen as it did not increase for 10 years previous.

• Is 35$ per hour? How many hours do the executives do a week?

• Per meeting. Executives do about 60 hours a month. • Why do Satellite Councillors receive less than the executives?

• Satellite Councillors are appointed by an executive and have different job descriptions.

7.5.2 BCITSA Strategic Plan Process • Strategic plan is ending in 2019. Gantt chart is shown outlining the timeline for this

process. Only the board can discuss vision, mission and values of the SA. Will bring to council throughout the year. December meeting will be a brainstorming session for councillors. Will do focus groups with staff, bring to council for brainstorming, focus groups with students at large, and questionnaire in student newsletter. Plan will be ready to view in April and will come to council with the budget at the end of the year.

• It is about our operations, and the board needs to determine if this is a 3- or 5-year plan. This is the 4th time Caroline has led the strategic planning process.

Discussion: • Where are we in the timeline?

• We are week one right now and meetings have been all booked. • Will council be collaborating with the Indigenous Vision or BCIT plan?

• Not sure where the BCIT vision is going, their collaboration was what we experienced last meeting. We always view BCIT as part of the environment, especially in our SWOT analysis.

7.5.3 Online Counselling • See attached information. • Gallivan is student health & dental insurer. 22/25 universities under Gallivan are using

this online counselling system.


Page 9 of 10

Motion: Be it resolved that the BCIT Student Association adopt Inkblot Therapy’s Online Counselling service at no additional cost to the students at large. Moved by: Eirylle Sanchez Seconded by: Justin Lamarche Discussion: • Where did the fee increase go?

• It was originally $1.20. We found a new travel insurance provider which costs $1.20 less per student. They offer better coverage which is another bonus to switching. This $1.20 we save on travel insurance matches the cost of counselling exactly, so there is no additional cost to students to add it now.

• This is offered at 22 universities in Canada. Is this offered at other schools in BC?

• Only know that Kwantlen uses this. This is offered to everyone, if friends or family want to use it, they can, they just have to pay the session fee.

• University of British Columbia and Simon Fraser University do have an online counselling program, just not this specific one.

• It works out to be $7.50 for a student to use this for a half hour. • The first session is always free; if you want to change counsellors, you can. • Did the insurance provider change for the medical plan as a whole?

• Travel insurance only. Motion: Be it resolved that the BCIT Student Association adopt Inkblot Therapy’s Online Counselling service at no additional cost to the students at large. Moved by: Eirylle Sanchez Seconded by: Justin Lamarche 29/1/0 Carried 7.6 Open Forum • BC is going through electoral referendum; excited to announce that Sam Sullivan and

Janet Rutledge will debate on campus on the topic of proportional representation. The event is on 2018-11-09 from 14:00-16:00 in Council Chambers and open to the community as well. • There is a byelection in Burnaby South in the new year; if this goes well, would

like to bring in Jagmeet Singh to have a debate for that. • Will it be live streamed?

• Yes, on Facebook live and maybe on the website.


Page 10 of 10

• Engineers Without Boarders event on 2018-10-31. It is an impact investing role playing game; SW1 2190.

• Bitman and BMA clubs hosting Halloween event in Council Chambers followed by

the pub on 2018-10-31. • Financial literacy and basic budgeting workshops in Indigenous Services, hosted by

Vancity. • LAN Party to get community into gaming; League of Legends, DoTA2, and Fortnite

tournaments. No prizing or food if you do not buy a ticket. • Have the connection issues from last year been rectified?

• IT Services is working with us. 7.7 Reminders

7.7.1 Schools of Business, Transportation, Construction & the Environment Set Rep Meeting: 2018-10-30 @ 17:30 in SE6 - Telus Theatre

7.7.2 Schools of Energy & Health Sciences Set Rep Meeting: 2018-11-01 @ 17:30 in SE6 - Telus Theatre

7.7.3 School of Computing & Academic Studies Set Rep Meeting: 2018-11-06 @ 17:30 in Council Chambers

7.7.4 LAN Party: 2018-11-09 @17:30 in SE12 7.7.5 Next Council Meeting: 2018-11-13 @ 17:30 in Council Chambers

7.8 Meeting Adjournment It was moved by Stephanie Mulder and seconded by Rose Salm that the meeting be adjourned. 28/1/1 Carried The meeting was adjourned at 19:06.

council meeting agenda monday, october 29 , 2018 5:30pm ... · council meeting monday, october...

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